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Rules for forming, maintaining and upgrading the “Work in Russia” information system will be amended

02.06.2020
6 min read
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Pepeliaev Group advises of amendments[1] being prepared to the Rules for forming, maintaining and upgrading the All-Russian base of vacancies known as “Work in Russia”. Amendments are planned to be adopted in connection with the conduct of an experiment for the use of electronic documents associated with work.

Please be reminded that the experimental regime of using electronic documents in employment relationships started on 5 May 2020[2] (for more detailed information about the experiment please read Pepeliaev Group’s alert). The Russian Government’s Draft (the “Draft”), which specifies the Rules for creating, maintaining and upgrading the informational and analytical system the All-Russian base of vacancies known as “Work in Russia” (the “System”)[3], established by the Russian Government[4], has been published on the Federal portal of drafts of legal regulations and is pending consideration.

New goals for creating and operation the System

The Draft establishes additional goals for creating and operating the System which are directly connected with the experiment for the use of electronic documents formalised within the framework of employment relationships. In particular, a new goal suggests that electronic documents associated with work will be created, used and stored in the System.

comment.jpgPlease be reminded that the operator of the System is the Federal Service for Labour and Employment which upon agreement with the corresponding state authorities ensures the development of requirements for the System, and for technological, programming and linguistic means within the framework of the System.

In addition to information about employers, candidates, vacancies and other information, information about the employees will also be published in the “Work in Russia” system in accordance with the Draft. The “Candidate (employee) personal account” will be used for publishing such information.

Introducing new subsystems

It is planned to implement new subsystems within the framework of the System’s federal segment. Among these subsystems, the following can be singled out:

  • the “Organisation of all-party network communication of registered users” subsystem which should ensure the creation of a unified information environment for searching for and establishing business contacts between employers and candidates;
  • the “Interaction between education organisations, employers and students / alumni when organising internships, including at the workplace, and practical training using electronic document flow” subsystem, which should help to organise practical training and internships for students and alumni;
  • the “Electronic HR record document flow” subsystem, which should ensure the creation, use and storage of electronic documents associated with employment (including employment agreements, agreements for financial liability, apprenticeship agreements, etc.).

Electronic HR document flow

The Draft establishes that the creation, use and storage of electronic documents associated with employment will be implemented in the System using the “Employer personal account” and the “Candidate (employee) personal account”.

The employer should independently determine a group of persons authorised to access the “Employer personal account” and organise their registration in the Unified System of Identification and Authentication (USIA)[5] and in the “Work in Russia” system.

It is proposed that the creation, use and storage in electronic form of documents related to employment can be performed in the following ways:

  • by filling out forms and templates of documents provided in the “Work in Russia” system; or
  • by downloading drafts of documents created outside of the “Work in Russia” system.

comment.jpgPlease note that when downloading drafts of documents created by the employer, such documents should be signed by the employer’s enhanced qualified electronic signature. When downloading drafts of documents created by an employee, the drafts should be signed by the employee’s simple electronic signature, a key to which is received in accordance with the rules established by the Russian Government[6].

The storage of electronic documents associated with employment is performed in the “Electronic HR document flow” subsystem within the timeframes provided for by Russian legislation on archiving[7]. Throughout the entire term of storage, such documents can be received through personal accounts of the employee or the employer.

The System will ensure the possibility to export such documents in order to make hard copies. In other words there will be an opportunity to ‘download’ the necessary file and print it. The Draft does not provide directly, but probably, the ‘downloaded’ file similarly to electronic excerpts from the Unified State Register of Legal entities will be signed by the electronic signature of the Federal Labour and Employment Service (“Rostrud”), which will allow the accuracy of information to be ensured when it is printed in hard copy.

comment.jpgWhen the employer creates, uses or stores electronic documents associated with employment without using the System, the employer at the employee’s request must send such electronic documents signed by the employee and the employer to the employee's personal account in the System.

Supervision for compliance with employment legislation

For the purposes of ensuring supervision of compliance with the requirements of employment legislation, officials of Rostrud and state labour inspectorates in constituent entities of the Russian Federation will be granted access to electronic documents associated with employment and published by the employer in the “Work in Russia” system.

What to think about and what to do

Employers should decide whether to participate in the experiment with the use of the “Work in Russia” system. If they are interested we recommend reviewing the Draft and being ready to comply with its provisions if the corresponding resolution is adopted by the Russian Government.

Help from your adviser

Pepeliaev Group’s experts have extensive experience of handling technological projects, including in the area of employment law issues; they are ready to provide legal support to participants in the experiment.



[1] The draft of the Russian Government’s Resolution (the “Draft”) has been published on the Federal portal of drafts of regulations and is pending consideration.

[2] Federal Law No. 122-FZ dated 24 April 2020 “On conducting an experiment aimed at using work-related electronic documents”

[3] The informational and analytical “Work in Russia” system was set up in pursuance of article 162 of Law No. 1032-1 of the Russian Federation “On employment in the Russian Federation” dated 19 April 1991. Its web address is https://trudvsem.ru/

[4] The Russian Government’s Resolution No. 885 dated 25 August 2015 “On the All-Russian base of vacancies “Work in Russia” Informational and Analytical System”.

[5] The federal state information system approved by Resolution No. 977 of the Russian Government dated 28 November 2011 “On the federal state information system ‘Unified system of identification and authentication in the infrastructure ensuring the informational and technological joint work of information systems used to provide state and municipal services in electronic form’” (together with the “Requirements for the federal state information system ‘Unified system of identification and authentication in the infrastructure ensuring the informational and technological joint work of information systems used to provide state and municipal services in electronic form’”)

[6] Established by Russian Government’s Resolution No. 33 dated 25 January 2013 “On the use of a simple electronic signature when supplying state and municipal services”.

[7] Federal Law No. 125-FZ “On archiving in the Russian Federation” dated 22 October 2004.

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